Government of West Bengal OFFICE OF THE DISTRICT MAGISTRATE & DISTRICT PANCHAYAT ELECTION OFFICER, COOCH BEHAR

Transcription

1 Government of West Bengal OFFICE OF THE DISTRICT MAGISTRATE & DISTRICT PANCHAYAT ELECTION OFFICER, COOCH BEHAR Sagar Dighi Complex, P.O.: Cooch Behar, Dist.: Cooch Behar, Pin: , West Bengal Phone : (03582) # Fax : (03582) / # dm-cbr@nic.in, dmcoochbehar@gmail.com IT, COMMUNICATION & SMS POLL MANAGEMENT CELL NOTICE INVITING TENDER NO: 01/IT PGE 18(LMSA)/CB/2018, DATE : Name of the Work: Hire of LMSA Vehicles for Panchayat General Election-2018 of Cooch Behar District. SCHEDULE OF IMPORTANT DATES OF BIDS PARTICULARS DATE & TIME 1. Date of Publication of NIT at 10am 2. Tender submission start date & time from 10am 3. Last date & time of Tender submission of Technical Bid and Financial Bid up-to 2 pm 4. Date & Time of opening of Technical Bid & Financial Bid in the Office of the District Magistrate, Cooch Behar(IT Cell) up-to 3 pm 5. Validity of bid 30 days 6. Completion Period of the supply work 7 Days Page 1 of 11

2 NOTICE INVITING TENDER NO: 01/IT PGE,18 (LMSA)/CB/2018, DATE : For and on behalf of the District Magistrate & District Panchayat Election Officer, Cooch Behar, the Additional District Magistrate /Sr. Officer-in- Charge IT Cell invites item rate tenders on own letter head pad from Authentic, Reputed, Experienced and Resourceful software development companies and vendors to provide a package of solutions including manpower etc. for implementation of GIS based LMSA in connection with the upcoming Panchayat Gen Elections 2018 to the Cooch Behar. The details are given below: Name of work Hire of LMSA Vehicles Panchayat General Election-2018 of Cooch Behar District Location of Work COOCH BEHAR DISTRICT for Panchayat Elections 2018 Scope of Work Estimated Work Security Deposit against work Bid Inviting Authority Implementation Details Geo-tagged Vehicle Mounted Webcasting Solution :- Vehicle Based Live Streaming Solution. Camera Hardware: HD Night Vision Camera. Viewable at Remote Monitoring Centre via Internet. Local recording with 8 hours storage in case of Internet unavailability. Pre-installed application which will auto start on the time of event and will also auto recover in case of internet connectivity loss and reestablishment. Live streaming with minimum speed of as low as 100 kbps. In case of communication failure of one network, provision of alternative service provider / network switchover. Remote viewing centre will have option to choose the video from a Grid View/ List View. LMSA vehicles number will be fixed District Election Authority NIL District Magistrate & District Panchayat Election Officer, Cooch Behar 1. Implementation of Cameras and Devices to be done at District Headquarters Location. 2. The LMSA Vehicle will be operating on the Poll Day and P-1 Day and a Test Run to be done on P-2 day. 3. All LMSA Vehicles to be made ready for installation 3-4 days prior to the Poll Day. 4. The Manpower and service should be given for 3 days including Poll day. 5. At the end of the Poll day, the Video Recording has to be submitted to CEO designated officer at District Hqtr. The video will have to be transferred to Hard Drive or Laptop as per direction. 6. Final Delivery to be done in DVDs for each LMSA Vehicle individually within 15 days. 7. Role of Client (District / Sub-Division/Blocks) :- The client shall:- a. Finalize the Location and details of Execution/deployment areas. b. Arrange for counter at receiving centre for receipt of memory card / DVDs, c. Supply suitable Vehicle with Additional Battery. Page 2 of 11

3 d. Carrier on top of Vehicle for fixing Camera and also arrange Spike Buster. e. Provide video viewing team to analyze the LMSA web casting. f. Arrange identity cards for agency. g. Facilitate logistics. h. Supply input maps and layers. i. Provide administrative support during tenure of work. j. Provide contact details of offices in Sub-Division / Block / Booth. 8. Role of Agency:- Agency shall provide:- a. LMSA Webcasting through Vehicle mounted HD close circuit cameras with 1 support manpower at every vehicle. b. Installation at District Headquarters. c. Online Portal for multiple viewing. d. Desktop /Laptop /Mobile Compatible viewing. e. Dedicated Technical Assistance Manpower at each vehicle. f. Technical Assistance Manpower at District Head Quarter. g. Deliverables in DVDs. h. Mobile Live Tracking of LMSA Webcasting Vehicles with Remote GIS Viewing Facility. i. Remote One Touch Alert App. 1. Intending bidders should produce credentials of completion of a Similar nature of work. 2. TURNOVER Eligibility Criteria for Qualification of the bidders Average Annual Turn Over from Contracting business for the last 3 years. Balance Sheet shall have to be produced in support of the claim. 3. Statutory Documents: a. Work Completion Certificate /Payment certificate b. Filled up Form-I c. Filled up Form-II d. Latest Income Tax return e. Latest GST Registration f. Latest Professional Tax Return g. Balance Sheets of last 3 Financial years h. Pan Card (Xerox Copy) Earnest Money Deposit : NIL Submission bids/tenders At the Office Chamber of the Secretary, Cooch Behar Zilla Parisad. Technical Bid Evaluation The technical bid will be evaluated by the tender committee. Bidders shall produce hard copies of the requisite documents during evaluation for the technical bid. Originals shall be shown for verification. Page 3 of 11

4 Date and time of opening of Technical & Financial Bid submitted on line Financial Bid Validity of Bid Important Instructions up-to 3 pm LMSA Price Bid: The rate should be inclusive of all taxes and should be quoted on the basis of the following:- (i) Per LMSA Vehicle. Till Completion of Election Process Names of the technically qualified bidders as per the bid criteria after verification with original & evaluation will be displayed in the e- portal, this office notice board and official website. The financial bid documents of the technically qualified bidders will only be opened. List of Financial comparison chart of bidders will be published on the next day after opening. The Addl. District Magistrate/ Sr. Officer incharge, IT Cell reserves the right to reject or cancel any or all the prequalification documents and bid documents without assigning any reasons whatsoever. All duties, taxes, royalties, cess, including 1% cess under W.B. Building and other Construction Workers (Regulation of Employments & Condition of Service) Act, 1996], toll, taxes and other levies payable by the Agency under the Contract to the State / Central Government for any other cause, shall be included in the rates, prices and total Bid price submitted by the bidder. 1% Cess under W.B. Building and other Construction Workers (Regulation of Employments & Condition of Service) Welfare Cess Act, 1996 will be deducted from the running bills. The intending bidders are requested to inspect the work site before quoting their rates. 1. In case of damage / theft, due to poll violence or otherwise during tenure of work compensation for the loss shall be through negotiation on case to case basis, keeping in view issues of insurance etc. 2. The Commission has decided that LMSA webcasting will be restricted for viewing only by the election machinery. Page 4 of 11

5 Page 5 of 11 FORMATION TO THE BIDDERS (ITB) TECHNICAL BID Mandatory Documents Relevant documents must be submitted for participating in this tender. If the relevant documents are not submitted within the stipulated date & time, then bid of the applicant shall summarily be rejected. The Details of Mandatory Documents are given below: i) Copies of original documents defining the constitution or legal status, Name and address, registration detail of Firm / Company / Agency, place of registration, and principal place of business, name of proprietor and written power of attorney of the signatory of the Bid to commit the Bidder. ii) Copy of Completion / payment certificate along with details of similar type of project/job under any Government / Semi Government / Undertakings / Autonomous / Statutory bodies/ Local bodies, with requisite tender value. Copies of audited balance Sheet of last three Financial Years for establishing average Annual Turnover in contractual business. iii) PAN Card (Xerox Copy) iv) Income Tax return of last financial year. v) Latest Professional Tax return. vi) Latest GST return. x) Duly filled in FORM-I (Declaration for Credential) xi) Duly Filled in FORM-II (Declaration for Turn-Over) xii) credential for similar nature of work Receiving of Earnest Money Deposit (EMD) EMD is exempted for this tender. No Earnest Money will be received for the tender. Average Annual Turnover Average Annual Turnover during last 3 (three) years. This shall be ascertained from the audited balance sheets of the last three years CREDENTIAL Technical: Bidder/Tenderer should provide similar nature of work a mentioned above purpose. In case of running works, only those bidders who will submit the certificate of satisfactory running work from the concerned Officer or equivalent competent authority will be eligible for the tender. In the required certificate it should be clearly stated that the work is in progress satisfactorily and also that no penal action has been initiated against the executed agency, i.e., the bidder The Completion Certificate should be pertaining to the work specified in the NIT. The completion certificate should not be misleading the authority. If the completion certificate has mention on multiple nature of works executed by the agency in a single tender including the work specified in this NIT, then the value of the work as specified in this NIT will only be taken into account for evaluating the eligibility of the bidder. The decision of the authority in this respect is final and binding Financial: years. The average Annual Turn Over from contracting business for the past three financial If the applicant is an authorized signatory he should submit document of authorization (Power of Attorney) in his favour along with the application. In case of Partnership firm, copies of the partnership deed are to be submitted along with the tender document.

6 1.1.5 Penalty for suppression / distortion of facts: If any tenderer fails to produce the original hard copies of the documents (especially Completion Certificates, audited balance sheets or any document which is vital for his eligibility), or any other documents within the specified time frame stated above or if any deviation is detected in the hard copies from the uploaded soft copies or if there is any suppression of fact during any time of the tendering process or even after the issuance of work order, the bidder will be suspended from participating in the tenders on e-tender platform for a minimum period of 2 (two) years. 1.2 FINANCIAL BID: 1. Single item rate (numerical &word) shall be quoted in the specified space of the BOQ given under financial bid. 2. The rate quoted by tenderer shall be inclusive of all elements of taxes and duties, demands, etc. The tenderer shall include income tax, sales tax, service tax, cess etc. as applicable, if any, toll, ferry charges, local charges, royalties, turn over tax and all other charges as applicable while quoting the rate. 3. All other charges like insurance charges, freight etc as would be required for completion of the work shall also be included in the rate quoted. No claim what so ever in this account shall be entertained. 1.3 Taxes & duties to be borne by the Contractor: It may again be reiterated that Income Tax, GST, Sales Tax, Royalty, Construction Workers Welfare Cess and similar other statutory levy / cess etc. will have to be borne by the contractor while executing the work. 1.4 Site inspection before submission of tender: Before submitting any tender, the intending tenderer should make themselves acquainted thoroughly with the local conditions prevailing at site by actual inspection and taking into consideration all factors and difficulties likely to be involved in the execution/installation/service provide of work in all respect and no claim whatsoever will be entertained on these account afterwards. No extension of completion period or modification of work shall ordinarily be allowed on Site condition or any other issues pertaining to work site. Therefore, bidders should study the site condition before submitting the bids. 1.5 Conditional and incomplete tender : Conditional and incomplete tenders shall be summarily rejected. 4. Acceptance of Tender: Lowest valid rate may be accepted, however, the undersigned does not bind him to do so and reserves the right to reject any or all the tenders, without assigning any reason and also reserve the right to split the work amongst more than one Tenderer if required. Payment: The progressive and stage-wise payment will be made depending upon the executed work as follows: Sl. No. Payment Bill Stage of Completion of Work 1 1 st RA Bill After complete execution of 50% of Work 2 2 nd & Final Bill After execution of Balance Work and successful completion of the scheme. Page 6 of 11 The payment of RA as well as final bill for any work will be made according to the availability of fund and no financial claim in case of any delay in payment will be entertained. No bidder can hamper the progress of work by stating non-payment of bills or non-receipts of payment. The financial capabilities of the bidder are evaluated through his annual turnover and no

7 Page 7 of 11 bidder can cite the non-payment as a reason for delayed completion or slow progress of work. Authority may impose penalty for delay in completion of work. 7. Withdrawal of tender: A tender once submitted shall not be withdrawn within a period of 30 days from the last day of the opening of the financial bid of the tender. If a tenderer withdraws his tender within this period without any valid reason. 8. Other Terms & Conditions a. Labour Welfare: The Agencies/contractor shall abide by all the labour welfare laws and their modifications from time to time, if any, within the contract period. Minimum labour wages act, labour facilities, E.S.I, P.F, Bonus facilities etc. should be provided as per latest Govt. order/circulars. In no case, District Magistrate shall be held responsible for any eventualities in this regard including payment of wages to personnel deployed by the contractor. b. The successful Tenderer is to obtain license from the Registering Officer and Assistant Labour Commissioner, Cooch Behar under the contract labour (Regulation & Abolition), 1970 and to submit the same to the office on receipt of the work order. He is also required to fulfill all the terms and conditions as embodied in the above Act, as well as any other laws and statutes as applicable. c. Registration of all workers engaged in building and other construction workers to be done under the Building and other Construction Workers (RE & CS) Act, 1996 and the State Rules, 2004 framed there under to provide for their safety, health and welfare measures. d. Bidders are requested to be present in person during opening of technical and financial bids. e. The tender accepting authority may ask any tenderer to submit analysis to justify the rate quoted by the tenderer. f. Original copy of all certificates shall be produced before the Addl. District Magistrate/Officer- incharge, IT Cell for checking and verification of all supporting documents after opening of bids. g. Bidder who will sign on Tender on behalf of a company or Firm must produce the Registered documents in respect of their competency to do so, failing which their tender will not be considered. h. The decision of authority with respect to this tender is final and binding. i. Addl. District Magistrate /Sr. Officer in-charge, IT Cell takes no responsibility for any delay/or late submission of tender by the bidder. The bidders are advised to submit bids in time. Bidder can approach Addl. District Magistrate/Sr. Officer in-charge, IT Cell for any clarification with respect to this tender. j. Agreement: The Agency, whose tender is accepted shall within 3 (three) days of issue of an intimation to that effect by this office obtain additional one set of contract documents and submit the same duly signed by him to this office for formal agreement. If the Agency fails to perform the formalities as mentioned within the specified period, acceptance of the tender will be liable to be cancelled and the earnest money will be forfeited. k. Penalty: Time is the essence of any contract and any deviations from completion time will be decided by the authority for execution of the work. l. The successful Tenderer shall have to start the work with immediate effect at the sites on receipt of the work order failing which work order shall be cancelled by the Addl. District Magistrate /Sr. Officer- in-charge, IT Cell without assigning any reason. m. After receipt of the Work Order, the successful Tenderer shall submit the work programme, Bar chart of execution of the work and deploy Supervisors. n. It has been observed that the successful bidders deploy unqualified manpower and supervisors during execution of work. Therefore, the successful bidder shall ensure that qualified persons are deployed to carry out quality works. If substandard works during the execution of work is detected, then the authority shall have right to direct the agency to re-do the work once again, check the qualification of the person concerned, penalize the agency etc.

8 o. Sub-letting of the job is not permissible and the Tenderer must submit one undertaking that he will not sub-let the job under any circumstances. If the authority comes to know that the agency has sub-let the work then action shall be taken to terminate the contract and the SD money will be forfeited. p. All materials & workmanship shall be as per the approved quality and methodology. q. Agency should possess the requisite and relevant equipments and machineries for the work. If equipments and machineries are not deployed as per the undertaking given by the Agency, the Officer in charge is authorized to stop the work and direct the Agency to deploy them immediately. If the Agency fails to carry out the direction, then the authority may take appropriate action & cancellation of the work order. r. No advance will be paid to the Agency. s. Cost Escalation: No escalation of cost is permissible at any time after the issuance of work order. Agency shall be barred from approaching the authority to claim escalation cost for reasons whatsoever. t. Addl. District Magistrate /Officer in -charge, IT Cell reserves the right not to allow the agency to participate in future tenders under the following circumstances. i) Delay in completion of job. ii) Poor performance in terms of quality of materials and workmanship. u. Termination of Contract/ Work Order: The authority may terminate the contract/work order due to the following reasons. i) Poor Progress of work. ii) Poor Quality of work. iii) Adoption of any unfair means during execution of work. iv) Violation/Non-compliance of any instructions of the authority. For termination of the contract/work, the authority will issue immediate notice to the agency to make up the discrepancy/shortfall of the work as instructed by the authority, failing which the contract/work order will be terminated. 9. Discretion of the authority inviting tender: The tender inviting authority reserves the right to accept or to reject any or all applications/tenders without assigning any reason whatsoever. On matters of dispute authority decision shall be final and binding. The quantity of work indicated in BOQ is provisional and should not be taken as firm. The extent to which the work would be actually executed will depend on the final decision of the District Magistrate, Cooch Behar & District Panchayat Election Officer, Cooch Behar. He however reserves the right to reduce the quantity even substantially without assigning any reason thereof and take up the same otherwise for which no compensation is payable under any circumstances. Page 8 of 11

9 FORM I CREDENTIAL CERTIFICATE Name of the work Name of the client Amount put to tender Work order Amount Date of commencement of work Date of completion as per work order Actual date of completion Final gross value of the bill or RA bills Note: In case of completion of multiple natures of works in a single tender, then the value of work as specified in the NIT shall only be taken for the eligibility of the bidder. I hereby declare that all the statements made above are true to my knowledge. I also understand that any discrepancy found in the above statement will render me liable for cancellation of my tender. (Signature of the Bidder) Note: 1. Completion Certificate (s) should be supported by BOQ(s). 2. Completion Certificate for fully (100%) completed works will only be considered. Page 9 of 11

10 FORM II STATEMENT ON ANNUAL TURNOVER FROM CONTRACTUAL BUSINESS This is to certify that the following statement is the summary of the audited Balance sheet arrived from contractual business in favour of for the last three consecutive years. Sl. No. Financial Year Turnover (rounded of) Remarks Total: Average Turnover: Note: i) Average turnover is to be expressed in lakh of rupees, rounded up to two digits after decimal. ii) Average turnover for 3 years is to be obtained by dividing the total turnover by 3 (three). (Signature of the Bidder) Page 10 of 11

11 BILL OF QUANTITY (BOQ) PRICE BID Rate should be offered in the following format Sl. No. ITEM Quantity Rate per location 1 LMSA Webcasting through vehicle As per requirement mounted HD close circuit cameras with 1 support manpower at every vehicle. - Installation at District/Sub-Division HQ/RO s office - Online portal for multiple viewing - Desktop/Laptop/Mobile compatible viewing - Dedicated technical assistance manpower at each vehicle - Technical assistance manpower at each District Head Quarter - Deliverable in DVDs - Mobile live tracking of webcasting vehicle Remote GIS viewing facility - Remote One Touch Alert App Total Amount Rs. The bidder shall quote rate in the following format Sl. No. ITEM Quantity Rate per location 1 Same as in Sl. No. 1 above As per requirement Total Amount Rs. Bid will be evaluated on the basis of rates quoted in Sl. No. 1 above Signature of the Bidder Page 11 of 11